## Searching Master Records

You can search any of the Master Indices at any time. Generally, searches are done to identify existing records when creating an Incident report or using another module within the application. If the record already exists, copy the information directly into the Incident report or other module. It is highly recommended you review the existing information prior to using it. This will give you the opportunity to update or add additional information if it is available. If an existing record is not available, you can, with proper permissions, create the master record directly from the module in which you are working.

Note: You can search and view Master Person or Vehicle records that were created on specific dates or by specific users.

Master Indices are accessible, with appropriate permissions, by selecting the Master Indices button on the top navigation bar. For more information on accessing the Master Indices button, refer to Accessing Master Indices .

A Search window appears when you click on any one the of menu items. Each menu item calls up a Search window with left-hand menu links. Choosing Master Indices or Person takes you to the Person screen of the Search window, choosing Address takes you to the Address screen, choosing Vehicle takes you to the Vehicle screen, etc.

Note: Person and Address search instructions are provided, though the same general process is also used when searching for Organization, Vehicle, Property, and Gang.

### Person Search

A search can be done with full or partial text in any of the fields provided. You may also choose to filter results to include Known, Unknown, or All (both Known and Unknown) persons. Searching with less information yields more results. If too many results display, you can click on the Refine Search button on the top right of the Search Results window to add or change your search criteria.

Click the Person in Custody link to search for persons who are in custody. (This link will only be visible if custody records are synced to RMS.)

When custody records are synced to RMS and a person search returns a person who is in custody, an alert dialog will display. In-custody results allow you to edit the person (if there is a master person record) or create a master person record for the in-custody person if no such record exists.

#### Search Mug Shots By Physical Description

Optionally, click the Mug Shot Search link to display the Physical Description Search window.

Enter or select one or more search criteria, then click Search to display a mug shot photos that match your search criteria.

Optionally, click the Help button for tips and guidance on this Search window.

#### Additional Search Criteria

You can also include Additional Search Criteria if configured for your agency.

Note: Choose Cautions from the Additional Search Criteria drop down to search person records by Caution Code.

Note: Choose Person Images to search images by photo type (mugshots, etc.) and by date range.

Note: Choose Combo to search by a combination of fields such as, physical description, miscellaneous IDs, address, phone, vehicle, caution codes, and person images.

#### Power Search

You can conduct a Power Search across other counties, if configured for your agency.

Check the Caliber Power Search box, then click on the funnel to choose which counties you would like to include in your search.

The list of available counties varies by agency.

#### Search Results

Every master record will be assigned an Index ID number by Online RMS when it is created. Click on the Index ID or the Last Name in the Search Results window to open the View Person Details window to view a specific record. Select the edit icon on the Search Results page to update a record.

#### View Person Details

View Person Details contains two tabs with additional information about that index record, and on the right side of the screen is a summary of all associations to the master index record. Next to each association is a total count hyperlink. Click on the total count hyperlink to go directly to that list under the Summary tab.

Note: Select the Update Details button on the top right to switch to Update mode.

If the person searched has an active warrant, court paper, caution code, or permit the Warnings / Alerts icon (formerly Officer Safety) will appear, and if the person is a juvenile, the juvenile offender icon will appear. If your system is integrated with jail tracking, in custody flags will also appear. The Officer Safety codes provide a variety of information regarding cautions and other information.

While viewing or editing a person record, you can Pin it to your Home Page for quick reference.

To Pin, click on the green Pin Person button located on the top left of the page; the button color then changes from green to gold and the label changes to Unpin Person.

To unpin, click on the gold Unpin Person button.

For more information on pinned records that appear on the Home Page, refer to Home Page - Prior to RMS 11.12.

##### Master Index Associations

The Summary tab also summarizes the associations on the top portion of the tab. Click on the total count hyperlink to go directly to a list of those records.

Click on the Residence Address link to access the address record.

The address record integrates with Google Maps when a latitude and longitude are associated with the address, displaying the address location on the map.

Click on the View Incidents In This Area button to view closet incidents on the map.

Click on the Print Report button to print the master person record. For details, refer to Print Master Person Records.

If you search the Master Indices from within a module (Incident Report, for example), a select icon appears that allows you to select and use the record easily. It is highly recommended you review the existing information prior to using it. This gives you the opportunity to update or add additional information if it is available.

#### Person Active Alerts

A red Alert Icon, that appears next to the person's name in the Person Search Results window, indicates there are Active Alerts on that person. Hover your mouse over the Alert Icon to view a summary of the all the active alerts, or click on the Alert Icon to open details of all active alerts in a pop-up window.

A blue Information Bubble, that appears to the left of the person's name, indicates a photo exists on that person's record. Hover your mouse over the bubble to view the image.

There are various types of Person Alerts: Active Cautions, Active Warrants, Active Court Papers, Juvenile, In Custody, etc.

If the person is a juvenile, an alert displays in red.

Agency administrators with appropriate permissions can create custom Caution Codes, Caution Categories, and assign Caution Category Roles, allowing administration of Caution Codes by specified user Roles and Categories. For example, you could have a specialized unit that keeps track of persons on probation, and only agency administrators or users assigned to this Role can add, edit or delete these codes on person records.

Refer to your agency administrator or Online RMS Administration Guide for details on administering Caution Codes.

#### View Mobile Person Results in Online RMS

For agencies using both Caliber Mobile and Online RMS, person results that exist in Caliber Mobile within the last 24 hours are accessible on the Master Index Search page in Online RMS by a Mobile Results Available link prefixed by the number of results found.

Click on the Mobile Results Available link to display the Mobile Results.

### Address Search

The Quick Search returns addresses that match every typed word in the field. For example, 100 north will return all master address records that contain the words 100 and north. For a list of everyone living in Indianapolis, Indiana, simply type: Indianapolis IN. You can enter the street number, direction, street name, street type, city, state, and zip, or a combination (100 Indianapolis, for example).

In the results list, click on an Index ID link to quickly view address details.

You can search for records that were created within a particular date range or by a particular user.

You can search for address records by Latitude and Longitude using the Other Info option under Additional Search Criteria located at the bottom of the page.

You can also search address records by Caution Code using the Cautions option under Additional Search Criteria.

For instructions on adding an address to the Master Index, refer to Adding Address.